Set Up and Maintain Asset Controls (40.3)

Business Process Overview

The Set Up and Maintain Asset Controls business process is within the Asset Accounting and Management (AAM) business process grouping. AAM includes a collection of business processes that:

• Manage the records of agency property that supports Statewide operations, including financial and custodial information;
• Establish the controls that ensure the integrity of statewide financial reporting; and
• Perform month-end and year-end closing activities.

This business process addresses the controls to standardize and manage system configuration. Configuration control changes are administered at the State or agency level based on policy, with considerations for the desired level of standardization, ease of maintenance, and impact. Configuration controls include asset templates, relational trees, and asset base configurations. Examples include changes to the capitalization threshold, new or revised asset categories, and new or revised locations.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• Role-based access control is used to restrict system access to authorized users.

Business Process Diagram

Business Roles

The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess. 

• Agency AM Asset Administrator: role responsible for updating and maintaining Asset Management configuration values
• DFS AM Asset Administrator: role responsible for updating and maintaining Asset Management configuration values

Business Process Flows Details

The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams.

Accounting Events

Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control Ledgers, and the General ledger (Actuals).

• Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
• The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
• After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.

The table below provides the most common accounting events applicable to this business process.

Reports

Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Interfaces

The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.

Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Version History